Since the Finance/Cashiering area must stay secure, we ask that you bring your employee PantherCard ID with you, if you need access to our area. This should be with you at all times... http://www.palmbeachstate.edu/x1090.xml.
Most College purchases are typically done through a Department Requisition in order to obtain the 'best pricing' for an item or service. However, there are some times when a Disbursement Request is necessary.
Disbursement Requests generate payments primarily, but not always, to entities and individuals that are not vendors. Vendors payments are usually processed through Department Requisitions through the issuance of Purchase Orders.
A new Disbursement Request Authorization form has been made available online. The form and appropriate supporting documentation must be received in Accounts Payable in order for a payment to be generated. After you have entered the Disbursement Request in PantherNet, the next step is to submit a Disbursement Request Authorization. Payments without proper supporting documentation and proper approval will be greatly delayed so please always include these.
Reminders:
Send supporting documentation along with a signed form to Accounts Payable for processing.
Use the new Disbursement Request Authorization form when requesting cash advances for student travel.
Unless indicated, all payments for one payee will be combined into one check.
Enter your own Disbursement Request in Panthernet to prevent misplaced paperwork and to provide better tracking for your Department.
Use a Department Requisition when purchasing items or services from Vendors.
Important Note: The first person to attach a blank "Student Direct Deposit Authorization Form" to an email addressed to James Duffie (you must put the word "Student" in the subject line) gets a free $5 Dunkin Donuts gift card!*
As many of you know, Barbara Black will be retiring from her 22 year tenure as our Budget Specialist at the end of May. Although we are sad to see Barbara go, we are glad to know we are working towards a smooth transition. We are happy to announce that Jane Mills will be filling this position when Barbara retires. Jane has worked within the Finance Department for more than five years. She has done a great job in our Grants Accounting area, and we are thrilled to have her assume the role of our Budget Manager.
The Palm Beach State College Purchasing Department maintains a website which includes a Purchasing Guide. The Purchasing Guide contains a section titled "Financial Obligations" which specifically states that "only duly authorized employees are permitted to financially obligate the College". This authorization is limited to the Purchasing Department. Employees who circumvent the system (by ordering goods or services without a purchase order, PCard approval, or specific limited exemptions) may subject themselves to personal liability for an unauthorized purchase.
In the case of contractual agreements and purchase orders, authorization is limited to:
President
Vice President, Administration and Business Services
James Duffie, PBCC graduate and native Floridian, is Palm Beach State College's Controller and Director of Procurement Services. Since Jim's dad was in the military, the family moved quite often up and down the east coast, from Rhode Island to Key West. But, they always made it back to Florida.
Jim is a "recovering auditor", working on what he sometimes calls his "third career". He started out as a manager in fast food restaurants, and then on to retail drugstores, where he came to the realization that he really enjoyed the accounting, auditing, and book work. A motorcycle wreck in 1989 forced him to retire from retail. It turned out to be a blessing in disguise. Jim finished his bachelor's degree in 2 years, and his Masters, both from UWF, in 364 days. He's convinced that PBCC, where he completed his first degree in 5 years on the night program, played a big part in his success in later university endeavors.
His first professional job out of the gate was with the Auditor General's office working in the panhandle region of Florida. Jim is grateful for the opportunity to work here at Palm Beach State College in this his third (or fourth?) career. Even after eight years, he is looking forward to another great eight years, and is really glad to be settled in his remodeled office.
The cutoff date for new Department Requisitions (i.e., Purchase Orders) will be Thursday, May 13, 2010. This will be the last day to make purchases with a Purchase Order using 2009/2010 budget funds.
The cutoff date for Purchasing Card transactions will be Thursday, June 17, 2010. This will be the last day to make purchases with a College PCard using 2009/2010 budget funds.
Our Mission The mission of the Finance Department is to provide prompt, accurate, and courteous business and accounting services to students, faculty, staff, and administration.
James Duffie, PBCC graduate and native Floridian, is Palm Beach State College's Controller and Director of Procurement Services. Since Jim's dad was in the military, the family moved quite often up and down the east coast, from Rhode Island to Key West. But, they always made it back to Florida. 
